Configure Time Tracking Settings

Time Tracking settings control how employee hours are paid: hourly rates, overtime, breaks, time-off policies, and company holidays. Open Time Tracking under Settings. For how hours get recorded, see Introduction to Time Tracking.

Add or edit an employee's pay

The Employees card lists each team member set up for time tracking. Members not yet set up appear under Add a member:.

1. Choose the employee.
   • For a new employee, click the member's name under Add a member:.
   • For an existing employee, click the pencil icon on their row.
2. Enter the rate in dollars in Hourly rate.
3. Keep Active on so the employee can clock in.
4. Turn on Exempt from overtime for an employee who never earns overtime.
5. Click Save.

The employee's row shows the rate per hour, such as $25.00/h.

Set overtime and break rules

Overtime and break rules sit in one form, and Save rules saves all of them at once. Overtime applies to employees who are not marked exempt.

1. Choose the first day of the workweek in Workweek starts on.
2. Enter the pay multiplier in Pay multiplier, such as 1.5 for time and a half.
3. Enter the hours per day in Daily overtime after. Leave it blank for no daily limit.
4. Enter the hours per week in Weekly overtime after. Leave it blank for no weekly limit.
5. Enter the break length in minutes in Required break. Leave it blank for no required break.
6. Enter the hours of work in Once daily work reaches when the break becomes mandatory.
7. Click Save rules.

The saved values stay in the form when the page loads again.

Add a time-off policy

A policy names one kind of time off and sets how employees earn hours toward it.

1. Click New policy in the Time-Off Policies card.
2. Enter the Name.
3. Choose a Category.
4. Choose an Accrual option.
   • Unlimited (no balance tracked): the policy never accrues hours.
   • Per hour worked: enter the hours earned for each hour worked in Hours per hour worked.
   • Fixed amount each period: choose a Frequency, then enter the hours granted in Hours per period.
5. Enter the Waiting period in days. Unlimited policies do not show this field.
6. Set Paid on or off.
7. Click Save policy.

The policy appears in Time-Off Policies with its Paid or Unpaid status and accrual summary.

Edit or archive a time-off policy

Edit or archive a policy from its row in Time-Off Policies.

1. Click the pencil icon on the policy's row.
2. Change the fields, then click Save policy.
3. Click the trash icon on the policy's row to archive it.

Enroll employees in time off

Enrollment sets which policies appear when employees request time off. An employee can hold up to 10 policies.

1. Click Time off on the employee's row.
2. Turn on each policy the employee can request.
3. Optional: click Adjust under a policy's balance, enter hours in ± hours, then click Apply.
   • Adjust appears only for policies that track a balance.
   • Adjusting a balance needs full access to Time Tracking.
4. Click Save enrollment.

Each enrolled policy shows the employee's balance under its name. For an unlimited policy, the balance shows Unlimited.

Add company holidays

Holidays are days the company is closed. They never use up time-off balances.

1. Click Add holiday.
2. Enter the Name.
3. Choose the Date.
4. Set Paid on or off.
   • For a paid holiday, enter Hours to pay (optional) to pay a fixed number of hours instead of each scheduled employee's hours.
   • For a paid holiday, turn on Pay unscheduled employees to pay staff not scheduled that day.
5. Click Save.

The holiday appears under its year with a Paid or Unpaid badge.

What each setting changes

Changing any setting on this page needs full access to settings.

• Deactivate (the user-x icon on an employee's row) stops them from clocking in and making edits. Their tracked time, time off, and payroll history stay visible. To restore access, open the pencil icon on their row, turn Active on, and click Save.
• Exempt from overtime: the employee never accrues overtime, whatever the thresholds.
• Workweek starts on: the weekly overtime total starts over on this day.
• Daily and weekly overtime: the daily limit applies day by day first. The weekly limit then counts only hours that are not already overtime, so each hour counts once.
• Breaks are paid by default: counts break time toward paid hours and labor cost.
• Required break and Once daily work reaches: together they set the break rule. A blank value means no rule. A day that misses the rule is flagged on its timesheet.
• Retention: how many days clock-in locations are kept. Blank keeps them indefinitely.
• Max balance: accrual stops once the balance reaches this many hours.
• Carryover cap: hours above the cap are forfeited on each enrollment anniversary. Blank carries every hour over.
• Waiting period: the days before accrual starts, counted from the enrollment date.
• Allow negative balance: employees can take more hours than they have accrued.
• Paid on a policy: counts toward paid hours on payroll.
• Hours to pay and Pay unscheduled employees: scheduled employees get the hours in Hours to pay when set, or their scheduled hours otherwise. With Pay unscheduled employees on, unscheduled staff are paid too: the set hours, or the average length of a working day when none are set.
• Date: one date holds one holiday. A second holiday on the same date cannot be saved.